Block Management
We’ve focused on creating a detailed list of steps that will assist in any and all of your block management and onboarding preparation.
Step 1: Meet With Development Directors
Meeting with the new Development’s Directors to review and sign Management contract and discuss an effective handover process.
Step 2: Prepare Checklist for Handover
| Documents / Funds from Previous Managing Agent | Responsibility |
|---|---|
|
All documentation relating to the service charge accounts |
Finance |
|
Section 20 Notices that have been served |
BPM |
|
Service charge debtor lists |
Finance |
|
Contractor and subcontractor invoices |
BPM |
|
Service Charge Demands |
Finance |
|
Details of any planned major works expenditure |
BPM |
|
Transfer of any unspent funds |
Finance |
|
Copies of year-end financial accounts |
Finance |
|
Any outstanding litigation issues |
Legal |
Step 3: Review Lease Documentation
Read and Review the Lease documentation. An understanding of the lease would help with better management of the Development
Step 4: Meet With Directors
Meeting with Directors to further discuss management of the development and what they can expect from our team.
Core Responsibility of the BPM Department:
- Attend Development and ensure compliance on all Health and Safety / Fire Risks assessment of all common areas.
- Further ensure regulatory compliance in-line with industry guidelines
- Put in place insurance and ensure annual renewal
- Promptly arrange works resulting from Health and Safety / Fire Risk Assessment reports
- Carry out regular visits to conduct inspection of common parts and deal promptly with matters that arise
- Further carry out ‘white-glove’ test to ensure cleaning is done to a high standard
- Check for any minor issues which could be easily missed and arrange for immediate repair
- Prepare specification for periodic works i.e. Gardening, Cleaning, Windows etc. and arrange to tender for and also administering of, maintenance contracts.
- Oversee works carried out by contractor to ensure they are done properly and to the required standards.
- Oversee and manage major works on site; working collaboratively with Residents and contractors
- Work together with Directors and leaseholder to build a robust budget in order to ensure sufficient funds are available to pay for services provided to the development
- Issue service charge budgets and accounts on time and also collect and process service charge / ground rent payments
- Prepare and file annual financial Accounts and other statutory information with Companies House
- Provide up-to-date financial information to Residents
- Under statutory trust, effectively maintain Client’s funds in interest bearing bank account
- Hold regular meetings and Annual General Meetings as agreed in the Management Contract and also ad-hoc site visits
- Keep Residents updated via telephone, email and posted letters
- Provide management information via the company’s dedicated Clients’ online portal
- Dealing with Residents’ queries promptly and effectively
- Provide details regarding Company’s compliant procedures to Residents
Step 5: Draw an Annual Schedule for Each Development to Promote Effective Management
Meeting with the new Development’s Directors to review and sign Management contract and discuss an effective handover process.
| Schedule Steps |
|---|
|
Residents’ meeting |
|
Annual General Meeting |
|
Contract Renewal (cleaning, gardening, windows, etc.) |
|
Insurance Renewal |
|
Health and Safety / Fire Risk Assessment Due Dates |
|
Service Charge Budget Due Date |
|
Major Works |
|
Management Contract Review Date |
Step 6: Get to Work!
Following the above steps will ensure you are ready to begin the Onboarding process. We hope these tips help you have a smooth transition.
Our Professional Standards
Our surveying practice is widely recognised for its professionalism and we are members of the following regulatory bodies:
